About this role
Administrative Coordinator
Position Description: Performs support and coordinative work in direct support of an administrative team of a specific administrative office or department. Coordinates and assists with functions such as planning, researching, budgeting and program implementation and evaluation. Performs responsible and complex office support duties, thus relieving the administrator of these duties. Work is performed under administrative supervision.
Major/Essential Functions: The Administrative Coordinator provides essential administrative, operational, and office management support for the Texas Tech University System Offices of Risk Management, Compliance, and Equal Opportunity. This position serves as the operational backbone of the office, enabling the AVC/CRCO and professional staff to focus on strategic and substantive compliance and risk management work by ensuring that administrative functions are handled accurately, proactively, and with a high degree of discretion. The Administrative Coordinator reports directly to the Associate Vice Chancellor and Chief Risk and Compliance Officer and interacts regularly with senior System Administration leaders, component institution staff and leadership, vendors, state and federal agencies, and external stakeholders. This role requires exceptional organizational skills, attention to detail, sound judgment, and the ability to manage competing priorities in a dynamic, growth-stage office environment. The person in this role is often the first point of contact for these offices and represents the area’s professionalism and values in every interaction. Reception and Office Presence – Manage the office, greet guests, answer phone calls and emails for AVC/CRCO and the offices of Risk Management, Compliance, and Equal Opportunity, as needed. Executive Support and Departmental Calendar Management – Manage calendars, routine and recurring meetings, and coordinate events for AVC/CRCO and the offices of Risk Management, Compliance, and Equal Opportunity, as needed. Travel and Expense Management – Arrange travel and expenses for AVC/CRCO and the offices of Risk Management, Compliance, and Equal Opportunity, as needed. Budget and Financial Tracking – Support budget tracking and expenditures for AVC/CRCO and the offices of Risk Management, Compliance, and Equal Opportunity, as needed. Property Inventory and Asset Management – Manage property inventory and provide routine asset reports on behalf of AVC/CRCO and the offices of Risk Management, Compliance, and Equal Opportunity, as needed. Human Resources and Position Administration – Serve as HR liaison for staffing support and position needs for the AVC/CRCO and the offices of Risk Management, Compliance, and Equal Opportunity, as needed. Departmental Records, Communications, and Office Management – Manage record keeping, send out communications, and oversee office needs for AVC/CRCO and the offices of Risk Management, Compliance, and Equal Opportunity, as needed. Other duties as assigned.
Preferred Qualifications: • Experience in a Texas public higher education or state agency environment, with familiarity with state procurement, travel, and HR systems (e.g., TechBuy, Concur, Workday, or equivalent TTUS platforms). • Experience supporting a senior executive, including complex calendar management and meeting coordination in an executive office setting. • Experience with property inventory management or state asset reporting and recertification. • Experience processing HR personnel actions or serving in an Employee Services Coordinator (ESC) capacity. • Familiarity with State of Texas travel regulations, per diem rates, and reimbursement requirements. • Experience with audio/visual equipment setup and support for professional meetings or events.
Required Qualifications: Bachelor's degree in job related field plus one year responsible experience. Additional specific job related experience may substitute for required education on a year for year basis.
About the Department and/or College: The Office of Risk & Compliance partners with the components to create an environment where faculty, staff and students assume a risk management philosophy. The office works closely with all campuses of each component in the Texas Tech University System to identify and manage our risks. The office fosters a culture of prevention throughout the TTU System, seeking to involve all parts of the organization in moving beyond simply responding to events and taking responsibility for individual opportunities to evoke change. The office strives to provide service, support, and safety to every member of the TTU System family and to educate faculty, staff and students so they can be a part of the risk management process. This engages each department to identify, analyze and control the risk of loss (human, physical, financial and reputational) in their specific areas. The office provides services for workers’ compensation, automobile claims, third-party claims, contractual review, insurance acquisition, public access defibrillation, drug screening, driver approval, loss prevention, consultative services, and cooperative activities with emergency management.
Safety Information: Adherence to robust safety practices and compliance with all applicable health and safety regulations are responsibilities of all TTU employees.
Pay Statement: Compensation is commensurate upon the qualifications of the individual selected and budgetary guidelines of the hiring department, as well as the institutional pay plan.
EEO Statement: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information or status as a protected veteran.
About the University: About the Texas Tech University System Established in 1996, the Texas Tech University System is one of the top public university systems in the nation, consisting of five universities – Texas Tech University, Texas Tech University Health Sciences Center, Angelo State University, Texas Tech University Health Sciences Center El Paso and Midwestern State University.
Headquartered in Lubbock, Texas, the TTU System is a more than $3 billion enterprise focused on advancing higher education, health care, research and outreach with approximately 21,000 employees and 63,000 students, more than 400,000 alumni, a statewide economic impact of $16.4 billion and an endowment valued at $1.7 billion. In its short history, the TTU System has grown tremendously and is nationally acclaimed, operating at 24 academic locations in 20 cities (18 in Texas, 2 international).
In addition, the TTU System is one of only nine in the nation to offer programs for undergraduate, medical, law, nursing, pharmacy, dental and veterinary education, among other academic areas.
Knowledge, Skills, and Abilities: • Exceptional organizational skills and attention to detail, with the ability to manage multiple concurrent tasks and priorities without sacrificing accuracy. • Strong time management and the ability to work proactively, anticipating needs rather than waiting for direction. • Sound judgment and discretion in handling confidential personnel, financial, and institutional information. • Professional, courteous, and hospitable demeanor in all interactions, including with senior leadership, institutional counterparts, vendors, and members of the public. • Keyboarding proficiency; competency with standard office equipment including copiers, scanners, facsimile, and A/V systems. • Ability to learn and navigate TTUS administrative systems, processes, and requirements across procurement, travel, HR, and property management functions. • Comfort working in a growing, dynamic office environment where processes are actively being developed, and where flexibility and initiative are valued. • Reliability and consistent follow-through: the office depends on this position to ensure administrative commitments are met accurately and on time.